Transcript Slayt 1

Bölgesel Rekabet Edebilirlik Operasyonel Programı’nın Uygulanması için Kurumsal
Kapasitenin Oluşturulmasına Yönelik Teknik Yardım
Technical Assistance on Institutional Building for the Implementation of RCOP in Turkey
This project is co-financed by the European Union
and the Republic of Turkey
PRAG Procurement
Supply Contracts – version November 2010
Advance module – Day III
RCP-CIC
By: Berk Babila, Managing Director - Ecorys in Turkey
[email protected]
Ankara, 31 March 2011
PRAG Supply Contracts Training 29-31 March 2011
1
This project is co-financed by the European Union
and the Republic of Turkey
Content
1.
2.
3.
4.
5.
The Evaluation Committee
Stages in the Evaluation Process
Award of Contract
Managing the Contract
Contract Modifications
PRAG Supply Contracts Training 29-31 March 2011
2
The Evaluation Committee
Composition, impartiality and confidentiality, responsibilities, timetable and
period of validity
Voting Members
minimum 3 for supply
tenders
Evaluator
Have equal voting
rights
Evaluator
possess the technical
and administrative
capacities necessary
to give an informed
opinion on the tenders
Non-voting Members
Chairperson
Secretary
to ensure respect for
PRAG procedures,
impartiality and
transparency of the
evaluation
keeping minutes,
registering attendance
and drafting the
Evaluation Report
Evaluator
are appointed and nominated on a personal
basis by the Contracting Authority
PRAG Supply Contracts Training 29-31 March 2011
must sign a Declaration of Impartiality &
Confidentiality (including non-voting
members)
should attend all meetings whereby any
absence has to be recorded and explained
in the evaluation report
3
This project is co-financed by the European Union
and the Republic of Turkey
Evaluation of Tenders
Stages in the evaluation process
•
•
•
•
Receipt and registration of tenders: date and
time of receipt must be recorded
Preparatory meeting
Tender Opening Session
Evaluation of the technical offers
PRAG Supply Contracts Training 29-31 March 2011
4
This project is co-financed by the European Union
and the Republic of Turkey
Evaluation of Tenders (2)
Receipt and registration of tenders
PRAG Supply Contracts Training 29-31 March 2011
5
This project is co-financed by the European Union
and the Republic of Turkey
Evaluation of Tenders (3)
Preparatory meeting
•
•
•
First meeting of the evaluation committee, to be held
prior to the tender opening session
TD to be distributed well in advance to the members
of the Evaluation Committee
Chairperson presents the purpose of the tender,
procedures to be followed (including the Evaluation Grid
and Selection and Award Criteria)
PRAG Supply Contracts Training 29-31 March 2011
6
This project is co-financed by the European Union
and the Republic of Turkey
Evaluation of Tenders (4)
Tender opening session
•
•
•
All the offers received must be opened at the same time in a public session:
shortly after the deadline for submission, as communicated in the PN and
TD.
Formal, public process – however participation is restricted to
representatives of the companies which are tendering for the contract
Aim is to check that the tenders are complete, that the requisite tender
guarantee has been provided and that the tenders are generally in order
PRAG Supply Contracts Training 29-31 March 2011
7
This project is co-financed by the European Union
and the Republic of Turkey
Evaluation of Tenders (5)
Tender opening session (2)
•
–
–
–
–
–
–
–
–
•
The following will be announced in the tender opening session
The registration no. on the envelope
The name of the tenderer
The date and time of receipt
The condition of the outer envelope
The presence of the tender form for a supply contract
The total financial offer and any discounts applicable
The presence of a tender guarantee (if required)
Overall decision regarding suitability of tenders for further evaluation
Minutes of this meeting is available to the tenderers on request
PRAG Supply Contracts Training 29-31 March 2011
8
This project is co-financed by the European Union
and the Republic of Turkey
Evaluation of Tenders (6)
Admistrative Compliance
PRAG Supply Contracts Training 29-31 March 2011
9
This project is co-financed by the European Union
and the Republic of Turkey
Evaluation of Tenders (7)
Admistrative Compliance (2)
PRAG Supply Contracts Training 29-31 March 2011
10
This project is co-financed by the European Union
and the Republic of Turkey
Evaluation of Tenders (8)
Evaluating technical offers
•
•
•
•
Obligatory use of the administrative grid and the evaluation grid
published in the tender dossier
The results are recorded in a YES/NO grid for all elements specified
in the tender dossier
No scoring method should be used
If the tender is divided into lots, the evaluation should be carried out
lot-by-lot
It may be necessary to communicate in writing with tenderers whose
submissions require clarification, offering them the possibility to
respond in writing within a reasonable time limit
PRAG Supply Contracts Training 29-31 March 2011
11
This project is co-financed by the European Union
and the Republic of Turkey
Evaluation of Tenders (9)
Evaluating technical offers (2)
PRAG Supply Contracts Training 29-31 March 2011
12
This project is co-financed by the European Union
and the Republic of Turkey
Evaluation of Tenders (10)
Evaluating technical offers (3)
PRAG Supply Contracts Training 29-31 March 2011
13
This project is co-financed by the European Union
and the Republic of Turkey
Exercise
Evaluation of tenders
•
Evaluation
PRAG Supply Contracts Training 29-31 March 2011
14
This project is co-financed by the European Union
and the Republic of Turkey
Evaluation of Tenders (9)
Other stages
•
Evaluation of financial offers
–
–
•
Check for any arithmetical errors of the technically compliant
tenders
The financial evaluation will have to identify the best financial
offer (the cheapest technically compliant) for each lot, taking
into consideration eventual discounts
Choice of Contractor
–
•
Award criteria: the sole award criterion is the PRICE; after
determining the “administratively and technically compliant”
tenders
Conclusions of the Evaluation Committee
–
May recommend to award the contract or to cancel the tender
procedure
PRAG Supply Contracts Training 29-31 March 2011
15
This project is co-financed by the European Union
and the Republic of Turkey
Evaluation of Tenders (10)
Abnormally low tenders
•
Before rejecting such tenders, the CA requests in writing details
of the constituent elements of the tender which it considers
relevant and verify those constituent elements
After this the CA may, in particular, take into consideration
explanations relating to:
•
–
–
–
•
the economics of the manufacturing process, of the provision of
services or of the construction method;
the technical solutions chosen or the exceptionally favourable
conditions available to the tenderer;
the originality of the tender
The justification for accepting or rejecting an abnormally low offer
must be recorded in the Evaluation Report
PRAG Supply Contracts Training 29-31 March 2011
16
This project is co-financed by the European Union
and the Republic of Turkey
Exercise
Evaluation of tenders
•
Financial evaluation and award of contracts
PRAG Supply Contracts Training 29-31 March 2011
17
This project is co-financed by the European Union
and the Republic of Turkey
Cancellation of procurement procedures
After cancelling a tender procedure, the CA may decide
•
•
•
to launch a new tender procedure
to open negotiations with one or more tenderers who participated in
the tender procedure and comply with the selection criteria,
provided that the original terms of the contract have not been
substantially altered
not to award the contract
In no event shall the Contracting Authority be liable for any
damages whatsoever including, without limitation, damages for
loss of profits, in any way connected with the cancellation of the
tender
PRAG Supply Contracts Training 29-31 March 2011
18
This project is co-financed by the European Union
and the Republic of Turkey
Contract Award
Notification of award
•
Inform the successful tenderer by the standard notification letter
and ask for the documentary evidence to be submitted within 15
days
Documentary proof
SUB-ARTICLES OF PRAG 2.3.3
√ Prepare contract
√ Sign and send contract
(30 days)
√ Publish Contract Award Notice
√ Inform unsuccessful tenderers
PRAG Supply Contracts Training 29-31 March 2011
19
This project is co-financed by the European Union
and the Republic of Turkey
Contract Award (2)
Parts of the contract
•
•
•
•
•
•
•
•
Contract
Special Conditions
General Conditions (Annex I)
Technical Specifications (Annex II) including clarifications before the
deadline for submission of tenders and minutes of information
meeting/site visit
Technical Offer (Annex III) including clarifications from the tenderer
provided during tender evaluation
Budget Breakdown – Financial Offer (Annex IV)
Specified forms and other relevant documents (Annex V)
Tax and Customs Arrangements (Annex VI)
PRAG Supply Contracts Training 29-31 March 2011
20
This project is co-financed by the European Union
and the Republic of Turkey
Manage the contract
Kick off meeting
•
•
Once the contract has been
signed the CA needs to ensure that the Supplier is proceeding on
time and manufacturing/delivering in accordance with the contract,
especially if other parts of the project rely on this
The CA will have to manage any delays caused by any one of the
procurements
PRAG Supply Contracts Training 29-31 March 2011
21
This project is co-financed by the European Union
and the Republic of Turkey
Manage the contract (2)
Provisional and Final Acceptance
•
•
•
•
Before the provisional acceptance the inspection
and testing takes place at the locations where the equipment is supplied,
delivered, installed and put into operation .
During the inspection and testing procedure, the quantities, the technical
performances, the technical specifications and technical documentation is
verified.
After supply, delivery, installation, putting into operation, inspection, testing and
training, proceed with the provisional acceptance.
Finally proceed with the final acceptance upon the expiry date of the warranty
period
PRAG Supply Contracts Training 29-31 March 2011
22
Manage the contract (3)
This project is co-financed by the European Union
and the Republic of Turkey
Provisional and Final Acceptance
•
•
Provisional: Items have been delivered, installed, tested and found compliant with the
Technical Specifications of the supply contract.
Final: The Supplier has remedied any defect or damage occurred during the warranty
period, as specified in the contract
23
This project is co-financed by the European Union
and the Republic of Turkey
Modifying Contracts
General principles
•
•
•
•
•
•
Contract modifications must be formalised through an administrative
order (not applicable to grants) or an addendum to the contract in
accordance with the provisions of the General Conditions of the contract
No modification to the contract may alter the award conditions prevailing
at the time the contract was awarded
A request for contract modifications should not automatically be
accepted by the CA
Contracts can only be modified within the execution period of the
contract
Where the modification of the contract extends activities already under
way such cases are considered as negotiated procedures
Implementation of activities and final payments to be completed before
the expiry of the FA under which the initial contract was financed
PRAG Supply Contracts Training 29-31 March 2011
24
This project is co-financed by the European Union
and the Republic of Turkey
Exercise
Contract modification
PRAG Supply Contracts Training 29-31 March 2011
25
This project is co-financed by the European Union
and the Republic of Turkey
End of the training
Closing
•
Questions and Answers
PRAG Supply Contracts Training 29-31 March 2011
26